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DOCUMENT CODING

Coding and Indexing


 Document
 a written or printed paper furnishing information or evidence,
as a passport, deed, bill of sale, or bill of lading; a legal or
official paper.
 any written item, as a book, article, or letter, esp. of a factual or
informative nature.
 a computer data file.
 Archaic. Evidence; proof.
 Documentation
 the use of documentary evidence.
 a furnishing with documents, as to substantiate a claim or the data
in a book or article.
 Computers.manuals, listings, diagrams, and other hard- or soft-copy
written and graphic materials that describe the use, operation,
maintenance, or design of software or hardware:The documentation
for the driver program is displayed on the screen.
 Document Management

 Corporations,government agencies, and other organizations are


increasingly faced with mountains of documents: old records, new
records, paper files, electronically stored documents, reports, logs,
and Email correspondence. The information in these documents
needs to be preserved, organized, and easily accessible.

 Today’s litigators must now manage case files that can include
thousands of documents, even in medium-sized cases. The
explosion of electronic communications-email-has increased the
volume of documents exponentially.
 Services we offer:-

 Document Preparation
 Document Coding & Assembly, Unitization
 Document Scanning & Indexing
 Electronic or Manual Bates Numbering
 Image Stamping
 Full Text OCR
 Post Processing & Cleanup
 Electronic Data Discovery
 Database Management Services
 Custom Database Reporting
 Data Conversion
 PDF Conversion Services
 Litigation Document Coding and Indexing
 Discovery Law offers both domestic and offshore litigation coding
services. Discovery Law provides document unitization (logical
document determination), bibliographic coding and keying services
for document imaging applications. Our strength is our ability to
deliver accurate results and to satisfy the demands of our clients'
projects. Extensive training and experience of unitizes, coders,
quality control and quality assurance personnel is reinforced on a
project-by-project basis tailored to each client’s demands.
 Bibliographic Coding
 Logical Document Determination (LDD)
 Specialized/Complex Coding
 On-shore and off-shore facilities
 Small to Large Volume
 Project Management
 Discovery Law's Coding Project Process
 Project Check-in: On receiving the new project, our core team will
analyze the full range of the documents and the database. Client’s
instructions will be observed and discussed in depth about
document unitization guidelines, the fields to be coded and, the data
validation programs to be used during coding. Clarification if any will
be cleared with the client and Project specific updating will be done
with the entire team. Project specific checklists for each stage are
designed.
 Image Tallying / Bates Sequence Check: After downloading the
images, client’s details on images are confirmed. Then the image
folder and database will be imported into our customized software.

 Unitization: Our front end unitizing team is comprised of


experienced support team members and quality control personnel
who review each image file and the document boundaries are
determined logically by referencing the physical breaks and many
key variables to distinguish documents from each other. Also the
‘Document Type’ is coded in this process.
 Bibliographic Coding: Within the team, experienced coders
capture ‘Document Title/Subject’, ‘Document Date’ and ‘Estimated
Date’ fields. Next level coders capture remaining fields. On
completion of the coding, project specific checks are performed.

 Quality Control: Each document is 100% reviewed and verified for


the correctness of the coded information. Project specific QC
Checks are performed for identifying the wrong entries. Our QC
personnel are well trained to ensure the uniqueness in enhanced
and created titles. An auto feedback report is generated on every
change made.
 Quality Assurance: Our Quality Assurance personnel verify all the
points in the project specific QA checklist including bates ranging,
data integrity, mandatory fields, all validation, sequence, duplication
checks, human errors etc. The whole database is thoroughly
checked for the correctness and uniqueness.

 Quality Audit: Quality Audit team comprises of Project Manager,


Team Leaders and Quality Assurance Personnel performs this
operation. A percentage of the documents from each ‘document
type’ are randomly picked and audited for the accuracy in all means.
 Document Coding Project Work Flow
 Analyzing
 On receipt of the new project our core team will analyze the full
range of documents and the database. After making necessary
observations over the client's instructions an in-depth discussion is
carried out wherein every aspect of unitization, document unitization
guidelines, fields to be coded and the data programs to be used
during coding are scrutinized. Thereafter project specific updating
training module is designed for the coders.
 Scheduling
 A team of Operations Head, Project Manager, Quality Management
Personnel, and the Coding Team Leaders would assess and
formulate various internal aspects to cater to the project
requirement. Some of them are scheduling workflow, assessment
and allocation of manpower requirement, training to match the
project requirements, project turn around time etc.

 Training
 The total production team will undergo "Project specific updating
training". The core team members will explain various case issues,
possible errors in coding and the unique qualities of the project.
Project specific updating instructions are thoroughly studied. For the
entirely new projects, classroom sessions will be conducted to equip
the work force to handle the task.
 Trial Process
 After thorough discussion and study over the project, the team will
undertake a trial process. A set of documents with different
categories and types will be processed and doubts raised by the
coders will be clarified. On critical issues, the Operation Head and
the Project Manager will interact with the client and get necessary
instructions and keep the work force updated on that.
 Updating
 Team leaders will assess the individual and team feedback on the
trial process and promote the discussion for the consistency on the
decision-making among members of the production team.
 Checklist
 With the project specifications, feedbacks on the trial process and,
updated instructions, a checklist is designed separately for
unitization, coding, quality control and quality assurance operations.
At every stage the checklists are verified and documented.
 Objective or Subjective Coding / Indexing

 Each index field is classified as objective or subjective.


 For objective data (such as social security numbers, check
numbers, preprinted invoice numbers, etc.) the indexer is trained to
find the correct data and enter it accurately into the appropriate field,
with the necessary validation followed by verifying to ensure
accuracy.
 Legal coding is the process of creating summary or keyword data
from a document. It is widely used in the legal profession to create a
fast-search index or database of documents for use in litigation.

 Objective coding
 Objective coding is creating an index of objective summary data
from a document, and (if discoverable), would include such
information as dates, author, recipient and title.

 Subjective coding
 Subjective coding is the indexing of documents around subjective
data. This may be gleaned from templates, or more usually from a
subjective reading by someone familiar with the topic. This is the
more realiable way to determine factors such as 'importance' of the
document.
 For subjective data that involves decision making and interpreting
information (for example recognizing documents types from
hundreds of possibilities, or reading and identifying the parties to a
title transfer as the grantor or grantee) we create unique coding
manuals and training programs for each project.

 Each project begins with thorough, detailed project analysis and


testing. Once the tests confirm that the output database will work as
the best solution for the project, staff creates an indexing/coding
manual, customizes the software, trains staff, and implements the
quality controls.

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